Administrative Assistant - TLC

Jun 19 2018
Lanakila Pacific |Honolulu|Full Time
Job Description
POSITION SUMMARY:
Provides technical and administrative services to TLC staff.  Performs administrative and data processing functions for TLC Services including data input, record keeping, statistical report preparations, telephone answering, management of confidential program participant records and other reporting requirements, proposal response preparation, management of CARF documentation, preparation and management of special event and other clerical support duties.
 
ESSENTIAL DUTIES & RESPONSIBILITIES:
1.Assists in clerical duties, which may include answering/directing incoming calls, mail and correspondence, photocopying, faxing and filing, scheduling and preparation for meetings.
 
2.Answers telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals and/or follow-up with callers.
 
3.Provides technical and administrative assistance to TLC staff to include maintenance of program files, attendance reports, petty cash, program supplies, participant and  transportation 
 
4.Maintains and updates all program databases.
 
5.Assists accounting process billing by due dates for reimbursement by government agencies and companies.
 
6.Assists in the production of and revisions to written materials, which include monthly, quarterly and annual reports, manuals, memos, correspondence, minutes, forms and proposal responses.
 
7.Assists staff to compile data and produce meaningful reports to analyze program participants’ progress in meeting desired outcomes.
 
8.Assist in organizing assessment and program participant intake schedules. 
 
9.Ensures confidentiality of program participant records.
 
10.Coordinates the processing of program participant intake records including program orientation and preparing and maintaining confidential program participant files; coordinates program tours.
 
11.Consistent and reliable attendance and punctuality is required.
 
12.Demonstrate Lanakila Pacific’s values of teamwork, excellence, achievement, motivation and Lanakila in all personal interactions with others.
 
 
REPORTING
1.Prepares daily, monthly, quarterly and annual program and attendance reports and any required special reports as needed.
 
2.Prepares tracking reports monthly and as needed.
 
OTHER DUTIES:
1.Responsible for all assigned materials, supplies and equipment.
 
2.Serves as a back up for various administrative functions including reception/switchboard. 
 
 
3.Attends training sessions as mandated by organizational policy and or as recommended by Coordinator/Director/President. 
 
4.Participates in Safety Committee activities as designated by Safety Committee and/or Coordinator/Director.
 
5.Provides assistance to the staff in the use of basic computer software applications and office equipment as needed. 
 
6.Performs all other duties as required
 
WORKING HOURS:
1.Monday-Friday 7:15 a.m. – 4:00 p.m.  

EQUIPMENT USE:
1.Other standard office equipment:  copier, fax machine, computer, typewriter, 10-key
 
MENTAL DEMANDS:
1.Requires ability to use good judgment and initiative.
2.Ability to handle multiple tasks simultaneously and adapt to changing conditions in the workplace, i.e. limited resources – time, staffing
3.Requires the ability to work cooperatively with diverse groups of people and the ability to work in a team setting.
4.Must be sensitive to the needs of the elderly, caregivers, and people with disabilities.
 
COMMUNICATION DEMANDS:
1.Ability to communicate information and ideas in speaking or writing so others will understand 
2.Must respond timely to all telephone calls and/or in-person office visits.
 
 
MINIMUM QUALIFICATION REQUIREMENTS:
Education/Experience:
1.High School diploma and three years experience in general office work required.
2.Knowledge of administrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription, and other office procedures and terminology 
 
Skills/Knowledge/Abilities:
1.Typing speed of 55 wpm 
2.10-key adding machine by touch
3.Must possess organizational and time management skills to meet multiple deadlines
4.Ability to compose correspondences in grammatically correct sentences and correct format

 

5.Ability to operate computer applications such as MS Outlook, Word, Excel, Access